accreditation scheme for museums and galleries in the · 2017-08-31 · accreditation. although it...

Accreditation Scheme for Museums and Galleries in the United Kingdom:Accreditation Standard

October 2011

Contents

Introduction 4

Eligibility 6

Requirements for Accreditation 7

1 Organisational health 7

1.1 Clear statement of purpose 7

1.2 Acceptable constitution for the governing body 7

1.3 Appropriate management arrangements 7

1.4 Effective forward planning 8

1.5 Secure occupancy of all premises containing collections 8

1.6 Demonstration of financial basis 8

1.7 Appropriate workforce 8

1.8 Access to professional advice and input to policy development and decision making 9

1.9 Clear, workable emergency plan 9

1.10 Organisational approach to environmental sustainability 9

2 Collections 10

2.1 Satisfactory arrangements for the ownership of collections 10

2.2 Development policy 10

2.3 Documentation policy 10

2.4 Care and conservation policy 10

2.5 Documentation plan 11

2.6 Care and conservation plan 11

2.7 Documentation procedures 11

2.8 Expert assessment of security arrangements 11

3 Users and their experiences 12

3.1 Good-quality services and development 12

3.2 User-focused experience 12

3.3 Effective learning experiences 13

Further information 14

Glossary 16

Introduction

Accreditation is the UK standard for museums and galleries. It defines

good practice and identifies agreed standards, thereby encouraging

development. It is a baseline quality standard that helps guide museums

to be the best they can be, for current and future users.

This document sets out the requirements museums must meet to gain

Accreditation. Although it is a national standard, it is not a ‘one size fits

all’ standard. For each requirement, the expectations vary for museums

of different types, sizes and scopes. This is made clear in the assessment

guidance document, which you should read alongside this document.

Aims of the Accreditation Scheme

1. To encourage all museums and galleries to achieve agreed standards in:

• how they are run

• how they manage their collections; and

• the experiences of users

2. To encourage confidence in museums as organisations that manage collections for the

benefit of society and manage public funds appropriately.

3. To reinforce a shared ethical and professional basis for all museums.

4 | Accreditation Scheme for Museums and Galleries in the United Kingdom

Benefits of taking part in the Accreditation Scheme

PerformanceA quality standard that serves as an authoritative benchmark for assessing performance,

rewarding achievement and driving improvement.

ProfileIt raises awareness and understanding of museums, so building confidence and credibility

both within the governing body and among the public.

PeopleIt helps museums to improve their focus on meeting users’ needs and interests and

developing their workforce.

PartnershipsIt helps museums to examine their services and to encourage joint working within and

between organisations.

PlanningIt helps with forward planning by formalising procedures and policies.

PatronageIt demonstrates that the museum has met a national standard, which strengthens applications

for public and private funding and gives investors confidence in the organisation.

These benefits were put forward in a report commissioned in 2011 by the Museums Libraries

and Archives Council (MLA) and The National Archives (TNA). The report was written by Janice

Tullock and Katrina Thomson, consultants, to develop thinking about an Accreditation

Scheme for archives.


Eligibility

To be Accredited, museums must:

• meet the Museums Association’s 1998 definition of a museum (‘Museums enable people

to explore collections for inspiration, learning and enjoyment. They are institutions that

collect, safeguard and make accessible artefacts and specimens, which they hold in trust

for society’)

• hold a long-term collection of artefacts

• have a formal constitution

• provide two years of relevant accounts

• make sure that they meet all relevant legal, ethical, safety, equality, environmental and

planning requirements

• be committed to forward planning to improve the service for users


Requirements

for Accreditation

1 Organisational health

‘Accredited museums are responsible, responsive and resilient.’

1.1 Clear statement of purposeThe museum must be guided by a statement of purpose that defines why the museum exists

and who it is for.

1.2 Acceptable constitution for the governing bodyThe museum must be a long-term organisation that exists to benefit the public and protect

collections. It must have an appropriate and acceptable constitution for the governing body.

1.3 Appropriate management arrangementsThe museum must be an effective organisation that is well managed and able to provide

evidence of the following:

1.3.1 that it has a satisfactory management structure, from the governing body to the user

1.3.2 that it has formally approved any authorities or responsibilities the governing body has

delegated to sub-committees, members of staff or volunteers

1.3.3 that the management structure makes sure there is appropriate professional input into

decision making and policy development

1.3.4 that succession procedures are sufficient to ensure business continuity and

accountability

1.3.5 the person or organisation that has powers to approve documents such as the

forward plan and policies on managing collections

1.3.6 any approved agreement under which a separate organisation runs the museum


1.4 Effective forward planningThe museum must plan effectively for long-term success and to make sure it can adapt in a

changing environment in order to survive. Its approved forward plans must include or cover

the following:

1.4.1 the museum’s statement of purpose

1.4.2 a review of the previous forward plan

1.4.3 an analysis of the environment in which it exists

1.4.4 consultation and an analysis of views

1.4.5 its key aims

1.4.6 the specific objectives beneath each key aim

1.4.7 how it will achieve its objectives

1.4.8 a resource plan showing the people and money available to meet its objectives

1.4.9 the date the plan will be reviewed

1.5 Secure occupancy of all premises containing collectionsThe terms under which the museum occupies the buildings or sites must be long-term (usually

at least 12 months) and be sufficient to keep the collections secure and allow effective

forward planning.

1.6 Demonstration of financial basisThe museum must be able to show that it is financially stable and that it meets the relevant

financial regulations or standards and the requirements of its constitution.

The museum must have enough funds available, and collections must not be used as security

for a loan.

1.7 Appropriate workforce, in numbers and experience, for the museum’s responsibilities and plansThe museum must have an appropriate workforce to run it effectively. It must have effective

employment procedures and roles in place to meet its responsibilities. The museum must

have:

1.7.1 an appropriate workforce

1.7.2 clear agreements for each member of the workforce, setting out their roles and

responsibilities

1.7.3 formal induction procedures for new recruits to ensure that all members of the

workforce have basic information about the museum and understand their role in it

1.7.4 appropriate development opportunities for its workforce


1.8 Access to professional advice and input to policy development and decision makingThe museum’s governing body must have access to advice and guidance from a museum

professional. If the museum does not employ a museum professional, it must have a written

agreement between itself and a museum mentor.

1.9 Clear, workable emergency planThe museum must be able to respond effectively to emergency or disaster situations. It must

have an emergency plan, relating to all buildings that house collections and services, which

includes or refers to:

1.9.1 arrangements for the workforce, visitors and collections

1.9.2 risk assessments of threats

1.9.3 information about how emergency plans are authorised, maintained, communicated,

tested and made available to the workforce and emergency services

1.9.4 evidence of how the museum works with the emergency services, and of any other

relevant emergency plans

1.9.5 an effective procedure for reviewing the emergency plan

1.10 Organisational approach to environmental sustainabilityThe museum must be environmentally conscious. Its approach to minimising waste and

reducing its effect on the environment is a matter for the governing body.

The museum must be guided by a policy statement about its approach to environmental

sustainability, and that policy statement must be appropriate to its statement of purpose.


2 Collections

‘Accredited museums manage collections effectively and make them and

the information they hold about them available to everyone.’

Collections within a museum must be managed in line with the museum’s statement of

purpose, policies and strategic vision.

2.1 Satisfactory arrangements for the ownership of collectionsThe museum must take responsibility for all the collections it manages.

The museum must be able to provide information on the size of the collections and the

proportion of the collections owned by and on loan to it. Any risks relating to collections on

loan to the museum should be dealt with through forward planning.

Collections management policies

2.2 Development policyThe museum must have an approved policy for developing collections (also known as an

acquisition and disposal policy). The policy must include:

2.2.1 the statement of purpose

2.2.2 an overview of current collections

2.2.3 themes and priorities for future collecting

2.2.4 themes and priorities for rationalisation and disposal

2.2.5 information about the legal and ethical framework for acquisition and disposal of items

2.3 Documentation policyThe museum must be guided by a documentation policy statement. This may be part of a

wider collections information policy.

2.4 Care and conservation policyThe museum must have an approved policy statement to guide its approach to collections

care and conservation.


Collections management plans

2.5 Documentation plan The museum must have plans to improve its collections documentation and documentation

systems.

2.6 Care and conservation planThe museum must have plans to help deliver improvements to collections care and

conservation in line with the collections care and conservation policy.

Collections management procedures

2.7 Documentation proceduresThe primary SPECTRUM procedures must be in place in the form of a documentation

procedural manual that is available for inspection on request.

2.8 Expert assessment of security arrangementsThe museum must obtain expert security advice for stored and exhibited collections at least

every five years, and earlier if needed. It must plan to act on the advice over time.


3 Users and their experiences

‘Accredited museums are welcoming and accessible. They exhibit

collections and have a planned approach to identifying and providing

a good-quality service for a broad range of users.’

3.1 Good-quality services and developmentThe museum must offer and develop good-quality, stimulating services for users and potential

users, in order to get the best out of its collections, resources and local area.

The museum must do the following:

3.1.1 understand who its users and non-users are

3.1.2 evaluate and analyse information to assess users’ needs

3.1.3 devise plans to broaden its range of users

3.1.4 have a culture of customer care with arrangements in place to make sure all users are

treated with courtesy and care

3.1.5 take account of users’ needs, guided by a policy statement setting out a commitment

to give everyone access to collections and associated information

3.1.6 respond to tourism and local priorities where appropriate

3.2 User-focused experienceThe museum must provide a welcoming, accessible environment, and appropriate services and

facilities.

The museum must:

3.2.1 have adequate and accessible facilities to meet the needs of the expected number and

range of users or provide information about nearby facilities

3.2.2 have appropriate signs and directions inside and outside the building

3.2.3 communicate effectively with users and potential users through a range of accessible

marketing and promotional activities


3.3 Effective learning experiencesLearning is a core purpose for museums. They use collections and associated information for

exhibitions and learning opportunities.

The museum must:

3.3.1 exhibit the collections using a variety of interpretative methods

3.3.2 provide access to the collections and associated information for research purposes and

other forms of engagement

3.3.3 provide effective and stimulating learning and discovery experiences focused on the

collections


Further information

The Accreditation Committee The Accreditation Scheme is overseen by the Accreditation Committee, whose members are

senior museum and gallery professionals. The members bring a broad spread of knowledge

and expertise relating to museums of all types throughout the UK. Accreditation Panels, which

are sub-groups of the committee, meet approximately six times a year to consider applications

and returns. These decisions are reviewed at annual Accreditation Committee meetings.

The assessing organisationsThe organisations that assess museums for Accreditation are:

• England, Isle of Man and Channel Islands Arts Council England, www.artscouncil.org.uk

• Wales CyMAL: Museums Archives and Libraries Wales (a division of the Welsh

Government), www.wales.gov.uk/topics/cultureandsport/museumsarchiveslibraries

• Scotland Museums Galleries Scotland, www.museumsgalleriesscotland.org.uk

• Northern Ireland Northern Ireland Museums Council, www.nimc.co.uk

• National museums Arts Council England, www.artscouncil.org.uk

These organisations assess each museum’s application or return. The assessments are passed

to the Accreditation Secretariat at Arts Council England, where they are processed, quality

assured and scheduled to be presented to an Accreditation Panel.

Additional information about Accreditation is available on the website of each assessing

organisation.

Keeping Accredited statusOnce a museum has been awarded Accredited status, it must prove that it continues to meet

the requirements of the scheme by sending an Accreditation return to the assessing

organisation every two to three years, as required.


Changes to the Accreditation standardOver time, the requirements for the Accreditation standard may change to make sure they

remain up to date with developments in the sector and in line with current practice. When

changes are made, all Accredited museums will be given reasonable notice of the changes

before they are expected to meet the revised requirements.

Changes to Accredited statusIf a museum stops meeting the Accreditation requirements, the museum’s status may be

reduced to ‘provisional’ or it may lose its Accreditation status altogether. This decision would

be taken by an Accreditation Panel after discussing the matter with the museum and the

relevant assessing organisation.

If a museum fails to provide their Accreditation returns within the timescale allowed it may

lose its Accreditation status.

A museum can ask to be removed from the Accreditation scheme.


Glossary

Access – usually seen in terms of identifying barriers that prevent participation and

developing strategies to dismantle them. Barriers come in many forms and may be physical,

sensory, intellectual, attitudinal, social, cultural or financial.

Accessible – includes all forms of access – being open to visitors, by appointment, to specific

user groups, virtual access, etc.

Acquisition – the process of legally acquiring an item for the long-term collection.

Approval – means that the governing body or delegated authority has made a policy decision

to support a proposal and this has been ratified and recorded.

Collection – a body of cultural and heritage material. Collections may be physical, non-

tangible or digital.

Collections management – the organisational approach to balancing collections

development, care, access and information.

Conservation – methods of care or intervention applied to an item with the aim of slowing

the process of degradation and extending the item’s life.

Constitution – a legal set of fundamental principles according to which an organisation

is governed.

Consultation – formal or informal methods of finding out what users and non-users think,

want or need.

Disposal – the process of removing an item from the museum’s long-term accessioned

collection.

Documentation – the information records about collection items.

Environmental sustainability – how a museum uses its resources responsibly to minimise its

detrimental impact on the natural world.

Forward plan – a forward-looking document that sets out the detailed aims and objectives

of an organisation, to be achieved within a defined planning cycle. It is sometimes called a

business plan.

Forward planning – a considered way of setting strategic direction and overarching

ambition by taking stock and prioritising work in line with the organisation’s statement of

purpose and in consultation with its stakeholders, aligning resources with objectives.


Induction procedures – the formalised process of informing everyone with a role in the

museum all about the museum, its purpose and priorities.

Interpretative methods – the way in which ideas and information about the collections are

communicated to users.

Key aims – these are the overarching priorities for the museum to deliver the statement

of purpose.

Learning – includes both formal and informal learning. It may involve the development or

deepening of skills, knowledge, understanding, awareness, values, ideas and feelings, or an

increase in the capacity to reflect.

Museum mentors – museum professionals supporting the achievement of Accreditation by

smaller, volunteer-run museums.

Non-users – people who do not currently make use of the museum.

Objectives – the tasks that ensure key aims are achieved. They should be SMART – that is,

specific, measurable, achievable, relevant and time bound.

Occupancy – the formal terms under which an organisation is based in a building or on

a site.

Policies – approved documents or statements that provide strategic direction for the

organisation.

Procedures – define standardised processes. They are a practical operational guide and may

also be called manuals, handbooks, instructions, etc.

Professional – with a suitable qualification supported by recent relevant experience.

Rationalisation – the process of refining a collection in line with the museum’s statement

of purpose.

Resilience – the long-term viability of an organisation to survive and adapt in a changing

environment.

Resource plan – identifies and quantifies the people and money available to realise objectives

within the current forward plan. The resource plan should cover the same years as the

forward plan even if figures for years other than the current one are only indicative.

Risk – combination of threat and likelihood of it occurring. Risk is the potential for a chosen

action or activity (including the choice of inaction) to lead to a loss.

Sustainable – capacity of the museum for long-term survival as an organisation.

SPECTRUM – the industry standard for collections management, defining agreed procedures

for: object entry; acquisition; location and movement control; cataloguing; object exit; loans

out and loans in.

Statement of purpose – defines why the museum exists and who it is for. The statement of

purpose may be found within the museum’s governance document.


Succession procedures – an agreed set of processes to ensure the business continuity and

accountability through changes of leadership or of key members of the workforce.

Users – individuals and groups who make use of the museum’s resources or facilities in

some way.

Workforce – the people, both paid and unpaid, who work at the museum.


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